Operational Manual for Address and Communication

Previously, the address format consists of three (3) blocks that where attached to an application at design time.

Block one (1) displayed/maintained the contacts  for the specific entity where contact number 0 (zero) was the entity self. 

Block  two (2) displayed/maintained the address details for the contact queried in block one (1). 

This has now changed for the ITS Integrator v0.1 release.  To date, September 2006, only for the Graduator system. Including the third party software setup.

There can be 4 formats available representing certain types of applications.

•  Format “A”:
• This format must be used in applications where the entity's biographical record will be created for the first time.  For example the personnel, student,  debtor, creditor biographical applications. Or, to be more explanatory, where the default contact sequence 0 was created.
• Format “B”
• This format must be used in applications where an entity is queried, not created,  and the option exists to view/maintain the contact, address and communication  details via pressing a button on the screen.
• Format “C”
• This format will be used in gen applications (GCS-26) where the users have to  supply the system, subsystem code and entity number.
• Format "D"
• This format will only allow the user to add specific address information that does not exist and is used by {FBLN-16} only. No changes to / delete of existing address information allowed, regardless of the CB (Overwrite Address) validation on {GOPS-22}. This format will allow the addition of address records that does not exist for the following address reference types only:
• H – Physical address
• P - Postal address
• S – Study
• C - Cell
• E - e-Mail 
• N – Next of kin address where next of kin contact on different contact sequence.
  

 Format “A”

• This format has been implemented for applications where the default contact 0  (zero) is created for an entity.  E.g.  All biographical applications.
• Both the Address/Communication Detail and List pages will be visible to the user.   The user can only navigate to either of these pages when an entity is queried on the 1st block.
•  When user navigate to the ADDRESS_LIST page, he can either click on the  ADDRESS_DETAIL page or do a KEY-PRVBLK, and all the contact  address/communication detail will display in the detail page.
•  When user are in the ADDRESS_LIST page, right click on a specific CSN number and select the Address Maintenance option in the pop-up screen, the program will navigate to the ADDRESS_DETAIL page, but will only query that  specific contacts address and communication details.

Format “B”

• This format must be implemented in applications where an existing entity number can be queried and there exists an option to view/maintain the contact, address & communication detail.
• The main differences between format "A" and format "B" are the pages for Address/Communication Detail and List are not visible for the user.  They will only become visible once the user press the <View Address Information> button.  By pressing the button the user will navigate to the ADDRESS_LIST page.  Only once the user has right clicked on the CSN field and selected the Address Maintenance option from the pop-up screen, will the program navigate to the ADDRESS_DETAIL page, querying only selected contact's address and communication details.

Third Party Software Addresses QAS.

Who is Experian QAS?

The international product "Quick Address Pro" is developed by a British company called QAS Ltd, website www.qas.com. Below is an extract from the website:
"Currently the system is available in several countries overseas. With over 10,000 customers worldwide, QAS software is changing the way businesses tackle address data quality. Our address validation software helps prevent spelling and formatting errors by enforcing address verification during data entry.

For the QAS Software to work certain system operational definitions must be setup in {GCS2-11}

1. S.O.D (System Operational Definition):  Address Application  3rd Part Software Program 1

    The first executable program and parameter/s (if required) of the 3rd Party Software is stored in the Alpha Field.
    The IT1.1 address application will call the program referred to above when the cursor is moved into Address Line 1 and

• it is null OR
• Address Line 1 is not null and Address can be updated (first day) and the user press the update button next to Address Line 1. If this Alpha Fields is null then the site does not use the Address App 3rd Party Software.  The Address Application then functions as current.

2. S.O.D.:  Address Application 3rd Party Software Path

    The path for the two executable programs and will be stored in the Alpha Field.
    If this Alpha Fields is null then the site does not use the Address Application 3rd Party Software.  The Address Application functions then as current.

3. S.O.D.:  Address Application 3rd Part Software Program 2

    The second executable program and parameter/s (if required) of the 3rd Party Software is stored in the Alpha Field.
    The IT1.1 address application will call the program referred to above when the cursor is moved into Address Line 2 and

• it is null OR
• Address Line 2 is not null and Address can be updated (first day) and the user press the update button next to Address Line 2.  If this Alpha Fields is null then the site does not use the Address App 3rd Party Software.  The Address Application then functions as current.

4. S.O.D:  Address Application Character 3rd Party Software Indicator.

    If the client uses the 3rd Party Software QAS software, the value <b0> must be entered in the Alpha field.
    If the client does not use the 3rd Party Software QAS software any other value must be entered in the Alpha field e.g. the character 'x'. This field must always have

    a value.

If a student presents an address that is not part of the data set in the QAS software, such as a foreign student, the QAS interface must be closed and the address detail captured manually. In such an instance, the fields External Address Type and DPID can not be updated.

The country code, city code and the QAS buttons (Upd Line 1, Upd Line 2 See img. Address Entered) are just visible with address records.   

     5.  S.O.D:  Provider Contact Type for Address Copy

• The Contact Name in the first block will be populated with 'The Principal' and 
• Contact Type set to the value in the Alpha field of the SOD 'PC' (Provider Contact Type for Address Copy) or SOD UC (Sub Division/Unit Contact for Address Copy) as defined in the SOD {GCS2-11}.  (Subsystem GP for both SOD's)
• Relationship will be 'PRIM' = Primary Contact  
• In the second block the Type will be populated as 'PA' = Primary Postal Address. (SOD = AC, GP)
• The Institution Name or School will be populated into Address Line 1 with the address of the Institution / School (Provider) in address lines 2, 3 and 4 as well as the Postal Code field. 
• When Sub Division/Unit Contact Type is set up for the Address Copy, Address Line 1 will copy as follows:  c/o The Principal and the Provider Unit Contact and addresses will be copied to the student's address.
• If there is a change in the Providers address {GCS-2} or {SCODE-1} the address records for all students will be updated, depending on the selection of the provider. 
• When a student was registered previously and being registered for the current year, the previous years address record will be ended and a new address record will be created according to the choice of the Provider.
• If system cycle 'S' {SMNT-2b2} is not set as the current year, no changes on the Providers addresses will be copied to the students address record.  Program ignore the Start / End date of the cycle.

    6.  Supervisor Contact Type for Address Copy

• In the process of development. 

• When the Alpha / Date Field for the above SOD is set as 'Y' the 'Next of Kin' address fields will be displayed on {SREGB-1} and the fields are mandatory.
• When the Alpha / Date Field for the above SOD is set as 'N' the 'Next of Kin' address fields will be displayed on {SREGB-1} but the fields are not mandatory.
• When the Alpha / Date Field for the above SOD is 'NULL' the 'Next of Kin' address fields will not be displayed on {SREGB-1}.

Address Type and Description linked to a Primary Address Type Indicator, System Code Reference Type, Tel/Address/Contact Indicator and Address Reference Type Code.

• This table is used to maintain all of the address reference type group codes essential to the functioning of the address structure in the ITS environment. It serves as a key in identifying contact, address or communication detail created by the user.
• All user defined contact, address or communication types will point to a unique address reference group key.
• These are made up of the contact / address / communication reference type code, the contact / address / communication indicator and the system identification reference. 
• This allows the user defined types to be grouped according to this reference group key. 
• Multiple, user defined contact, addresses and communication types may be set-up, these may all point to the same address reference type group (i.e. grouped together).

• New records cannot be created in this option Selective update facilities are advised on this option.
• The System indicator along with the sub-system indicator represents the system to which the record belongs. All the finance system identification references have a sub-system code of 'G', with the exception of the contact management system. System codes are supplied and maintained in option {GCS-27}.

The first of these blocks (contact detail) serves as the key to the other two subsequent blocks (namely address and telephone detail fig 1.). The contact represents the Person/student/employer/debtor etc. for which addresses and/or telephone detail is carried on the system. Each contact for a particular person/student/employer/debtor etc. has a contact sequence number, making the contact unique for the particular person/student/employer/debtor etc. This number is used for identifying the addresses and/or telephone detail for the contact in question. The default Contact sequence = '0' always refers to the person/student/ employer/debtor etc. themselves - Primary contact.

The next block contains the address information for the contact selected. Each address record must always be linked to a particular contact via the contact sequence number. Multiple addresses can be linked to one contact sequence number. Each address is linked to a user defined address type, which is in turn linked to a reference type group key (this specifies the reference group to which a particular address type belongs - Postal address for the student system). This pre-determined ITS reference key groups the common address details together (i.e. all the postal addresses for a contact). The address reference types are created and linked to a pre-defined address reference group on {GCS-24 or GCS-25} in the standard codes system for the relevant ITS system.

Each system may be linked to a Sub-System e.g. the Student system is linked to 'A' Student Alumni, 'S' Student and 'Q' Student Enquiry Subsystem Indicators. The description of the system and subsystem will be displayed. 

• Procedures:
• None